---
id: KB-NO-003
url: https://app.codecontract.io/help/regulation/waste-traceability-and-transfer-documents
idioma: en
categoria: normativa
subcategoria: residuos
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-NO-002, KB-CS-008, KB-NO-012]
citadoPor: [KB-NO-002, KB-CS-020, KB-LG-005, KB-NO-009, KB-IU-011, KB-CN-011, KB-NO-019, KB-NO-020, KB-NO-026]
---

# Waste: traceability and transfers

_Who took it, where it went, and how to prove it three years later._

**Responde a:** waste transfer documentation · waste chronological register · authorised waste manager documentation · company waste traceability

Waste works like subcontractors: responsibility does not end when the lorry leaves your gate. If the manager was not authorised or the waste ended up where it should not, the question comes back to you — and it arrives years later.

## The three blocks you must be able to show

| Block | What it covers | Module that helps |
| --- | --- | --- |
| The manager is authorised | Authorisation valid on the transfer date | Trackline, with expiry marked |
| Every transfer is on record | Identification and acceptance documents | Trackline, one case per transfer |
| Nothing was altered afterwards | The register, with a trusted date | SmartCheck over the periodic register |

> [!IMPORTANT]
> The manager's authorisation must be valid **on the transfer date**, not today. That is the classic trap: it gets checked once at contracting and never again, and three years later it turns out it lapsed in between. Marking it with an expiry is what prevents it.

## Frameworks cited

Waste and contaminated land regulation, the chronological register, waste transfer identification documents and — for hazardous waste — specific transport requirements. Exactly which documentation applies to you depends on the waste type, your activity and your region; confirm with your adviser.

> [!WARNING]
> If you produce hazardous waste, the carrier also comes into play alongside the manager, with their own documentation and their own expiry. That is two cases, not one.

> [!NOTE]
> Certifying the chronological register annually, with its date, turns a record you could have edited into something an inspector cannot argue with.

**How long must it be kept?**

Periods depend on the waste type and applicable rules; check.

**What if the manager's authorisation changes mid-year?**

Upload it as a new version; the previous one stays, and it is the one that was valid before.

**Does it serve for an environmental inspection?**

It is the cross-check they ask for: an authorised manager on that date and a documented transfer.

## Ejemplos

**A manufacturer discovers at an inspection that its waste manager's authorisation lapsed for four months.**

- Marks the authorisation with an expiry and a 60-day warning
- One case per transfer, with its documentation

→ The history pins down exactly which transfers fell in that window, instead of leaving the whole year in doubt.

**Collection receipts pile up in a folder by date.**

- Organises them by contractor and waste type

→ You search the way people ask.

**A receipt for a collection a year ago is missing.**

- Chases the contractor while the relationship is live

→ The gap closes while it is easy.

**The contractor sends the receipt months later.**

- Requests and chases automatically

→ The document arrives without being hunted.

**Nobody knows how much has been removed over the year.**

- Checks the history by period

→ The figure comes from the archive rather than an estimate.

**The contractor changes and the history goes with them.**

- Keeps its own copy of every receipt

→ The change does not take the previous years.